You can sell gift vouchers direct through Point of Sale. See details on how to get your gift voucher template set up for automatic printing when the sale is complete. 


TABLE OF CONTENTS


Sell a gift voucher through Point of sale

  1. Choose your gift voucher item and add it to your POS transaction.
  2. In the Gift voucher information popup, click Select under the Purchaser section.
  3. When the Search/add customer popup opens, type the name of the purchaser. If the purchaser already exists, click Select, if not, click Add. You must enter an email address to add the purchaser.
  4. Enter the name of the Recipient, or you can search/add as per above.
  5. Include a special Message to appear on the voucher (e.g. Happy Birthday, then click OK.
  6. Complete the payment details for the voucher.
  7. Depending on your Receipt printingsettings:
    • You can email the receipt to the customer automatically which will attach the gift voucher as a PDF, or 
    • You can print the voucher after the sale is complete. If you are printing your voucher on pre-designed paper, ensure your paper is loaded in the printer before you click print.


Selling multiple gift vouchers through Point of sale

You can sell more than one gift voucher to different recipients through IBIS POS but you can only have one purchaser for all the gift vouchers in the same transaction. Changing the purchaser will change the purchaser for all gift vouchers in the same transaction.

  1. Sell a gift voucher as per the steps above, and add your second and subsequent gift voucher to the same POS transaction.

  2. In the Gift voucher information popup, click the recipient button to select a new recipient for the voucher. Note the purchaser and recipient fields automatically default to the purchaser when a new gift voucher is added to the sale as this makes the 'balance reissue' process simpler.  You only need to update the recipient for the second gift voucher.

  3. The Customer screen will open, search for the recipient by name or click Add New to enter a new customer (the name is required, and email/phone number are optional but will make it easier to identify a repeat customer next time). When you have found/entered the customer details, click Use Customer to add their details to the gift voucher.



Reprint a gift voucher

You will be automatically prompted to print a gift voucher after a sale is complete. If you need to reprint a voucher at any time, follow these steps:

  1. Open the Gift Voucher screen under the Point of sale menu. 
  2. Choose the Gift Voucher you'd like to print, and ensure the row is highlighted by clicking on it.
  3. Select your printer from the droplist.
  4. Click the Print voucher.



Email a gift voucher

You can email the gift voucher and receipt from the Point of sale screen. Whenever you email a receipt for a sale that contains a gift voucher, the voucher will be automatically attached to the email as a PDF. The simplest way to email your gift vouchers at the time of sale is by enabling the prompt receipt settings after a sale is complete and selecting the Email option when the sale is complete. If you wish to email the receipt and gift voucher AFTER the sale is complete, follow these steps:

  1. Open the Gift Voucher screen under the Point of sale menu. 
  2. Click the POS# for the Gift Voucher you'd like to resend, this will reopen the transaction in the Point of sale screen.
  3. Click the send email receipt button from the POS menu (this is a POS system function so you must have the button added to your POS menu).
  4. Enter the recipient's email address in the send to field if it is not already populated, then click Send. The gift voucher will be attached to the receipt email as a PDF. 



Email a gift voucher without the receipt attached

If you wish to send the email as an attachment to a generic email (i.e. not a receipt in IBIS), you can follow the steps above to reprint a voucher, selecting Preview from the printer droplist. This will open

  1. Open the Gift Voucher screen under the Point of sale menu. 
  2. Choose the Gift Voucher you'd like to print, and ensure the row is highlighted.
  3. Select >>Preview from the printer droplist.
  4. In the Preview screen, click File then Send via E-mail, and select Ok to the PDF Export options.
  5. This will prompt you to save into your folders before popping up your default Mail client, with the PDF attached ready to send.


Redeem a gift voucher at POS

When a gift voucher is presented at Point of Sale, it includes a gift voucher id and/or bar code which the user can either scan or type into POS to quickly redeem the voucher.

  1. Add the items to POS as normal - i.e. bring a Booking or Ticket through to POS and/or add retail items.
  2. Click the Gift Voucher button to trigger the gift voucher redemption prompt (note your POS menu must have a POS button configured with the redeem gift voucher function enabled).
  3. Scan the barcode or type in the gift voucher ID into the Gift Voucher redemption pop-up, then click OK.
  4. You can redeem more than one gift voucher at a time if needed.
  5. The voucher is added to the Point of Sale transaction offsetting the outstanding sale balance.
  6. If the balance of the transaction is $0, click Complete sale (or Cash) to complete the transaction.
  7. If there is an outstanding balance for the customer to pay, collect any additional money owing as normal for the sale. 
  8. If there is an outstanding balance owing to the customer, re-issue the balance to a new gift voucher or write off the balance.



Redeem a gift voucher using the gift voucher screen

If the gift voucher is not present or you do not have a barcode scanner, you can easily search for a voucher in the Gift Voucher screen and click Redeem to start the redemption process. If you are redeeming Tickets or Reservation sales, ensure the Global POS setting "Void existing POS when coming from Booking/Ticketing" is NOT enabled or it will attempt to start a new transaction every time you try to redeem. 



Reissue the remaining gift voucher balance 

This process 'sells' the customer a new gift voucher equal to the remaining balance of the transaction.

  1. Add the item Gift Voucher Balance Reissue to the Point of Sale transaction
  2. When prompted, enter the value equal to the remaining balance of the transaction
  3. Once the item is added, complete a $0 value cash transaction as normal 


Redeem Gift Voucher Partial


Write off a gift voucher balance 

If you want to write off the remaining balance of the gift voucher, you can add your Gift Voucher Write off item to the transaction. Note you can use this same process to clear the outstanding balance from your system when gift vouchers expire. 


Bulk write-off gift vouchers

You can write off gift vouchers in bulk which is useful if you have been using the Gift voucher module for several years and you wish to clear off expired items.

  1. Open IBIS Online and browse to Contacts & Accounts > Accounts > Gift Voucher Write Off. 



  2. Enter the date that you would like to write off all vouchers which expire on or before your selection. 

  3. Enter the till name to process the transactions on. This must already be set up in your Devices screen and we advise you to select a back-office or admin till that will not affect your front-line user reports. 

  4. The PLU code should default to the one you have specified as the default Gift Voucher Write-off PLU in your System Settings screen. (Go to IBIS ONLINE - SETUP - SETTINGS - SYSTEM SETTINGS - DEFAULT PLU CODES.)  If this item is not already set up, create a new non-stock item in the Retail items screen with a price prompt called Gift Voucher Balance Write-off and then add to online system settings. 

  5. Once all the details are filled out, click Check details and a pop-up will display the number of vouchers to be written off and confirm the details you have just entered. If this looks correct, click Submit.


Please note that if you use the Trial Balance report, transactions are processed as a background task at a rate of 200/hr. If you are writing off hundreds of vouchers, it may take several hours to process.


Change gift voucher details

You can change the gift voucher expiry date and other details in the Gift Voucher screen after a voucher is sold. To edit a field, click the dots "..." at the end of each eligible field.

  • To/Recipient
  • Expiry date
  • Gift voucher message

If you make changes to the voucher expiry date, we recommend you record the reason in the Private note field. If you wish to advise customers the purchaser that you have made changes to their voucher expiry, you can add the purchaser email field to this screen so you can export this information.



Exchange a gift voucher for another voucher

  1. Locate the original gift voucher in the Gift Voucher screen using the search function.
  2. Click Redeem to take the gift voucher through to Point of Sale
  3. Add the new gift voucher item to the sale and follow the prompts. If required, amend the expiry date for the new voucher.
  4. Take payment or process a refund as normal. If there is no outstanding balance, complete a $0 payment to finish the transaction.



Refund a gift voucher

If you need to refund a gift voucher in full, follow these steps:

  1. Locate the original gift voucher in the Gift Voucher screen by searching for the name or POS transaction number
  2. Click Redeem to take the gift voucher through to Point of Sale
  3. The Point of Sale will have a negative amount (in brackets) which you can then refund back to the customer.